Administrative Assistant

Gilbert Wealth Management is a boutique financial planning firm that has been helping clients reach their financial goals for over 25 years. As an independent firm, we are committed to providing unbiased, personalized advice tailored to each client’s needs.

We operate as a close-knit team and are seeking a detail-oriented and organized Administrative Assistant to join our growing firm. This role is vital in supporting daily office operations, ensuring an efficient workflow, and delivering exceptional client service. The ideal candidate will have strong administrative experience, excellent communication skills, and proficiency with various office software tools. We are looking for someone who thrives in a professional environment where organization, accuracy, and attention to detail are highly valued.

This is a full-time, permanent position offering a competitive salary and a private health spending account (details provided during the interview process). Only candidates who meet the required skills and qualifications will be contacted for an interview.

• Client Meetings for Advisor
• Pre- and Post-Case Preparation
• Insurance & Investment Services
• Client Service
• Administrative Services
• Support other team members

• Schedule Client meetings and appointments for the advisors
• Prepare client files and review documentation prior to each meeting

• Pre-brief and debrief client meetings with advisor.
• Co-ordination, preparation, and completion of client meeting agendas, quotes, presentations, spreadsheets, statements, forms, and materials for client meetings and reviews. Be the communicator with the client for outstanding documents
• Preparation of concepts, financial plans and supporting material

• Review of forms, applications & paperwork for accuracy and completeness
• Business processing and follow-up
• Follow up on outstanding information and requirements, co-ordinate with supplier companies, prepare statements
• Manage and expedite the underwriting process for insurance, including liaising with underwriters, paramedical and medical organizations
• Investigate and solve administrative issues accurately and completely
• Understand and comply with compliance standards and regulations
• Ensure client data is up-to-date.
• Develop and maintain effective workflow policies and procedures with other team members
• Monitor progress of new business applications
• Review client file and CRM for next actions and planning/sales opportunities
• Communicate with clients to keep them informed of where they are at in the process

• Review of forms, applications & paperwork for accuracy and completeness
• Business processing and follow-up
• Follow-up on outstanding information and requirements, coordinate with supplier companies, prepare statements
• Manage and expedite the underwriting process for insurance, including liaising with underwriters, paramedical and medical organizations
• Investigate and solve administrative issues accurately and completely
• Understand and comply with compliance standards and regulations
• Ensure forms are up-to-date.
• Develop and maintain effective workflow policies and procedures with other team members
• Monitor progress of new business applications
• Review client file and CRM for next actions and planning/sales opportunities
• Communicate with clients to keep them informed of where they are at in the process

• Reception duties—greet clients upon arrival, answer phones
• Confirm Appointments
• Prepare client correspondence
• Professionally respond & assist clients who inquire with phone calls and/or e-mail by creating a prompt and high-touch experience
• Solve problems with tact, diplomacy and professionalism
• Sustain a good rapport with clients and maintain the company image through effective communication

• Upload client paperwork into CRM client profile
• Client account updates—address and bank account changes
• Ensure address/name changes are updated with appropriate companies
• Act as liaison between companies and the advisors
• Prepare lists for client contact, meetings to be scheduled and assign to appropriate team…